ONLINE REGISTRATION SYSTEM (ORS) - CXC · ORS Administration User Manual 4 December 2013 Caribbean...

December 2013

ONLINE REGISTRATION SYSTEM (ORS) Manual for the Centre Administrator

CCSLC® CSEC® CAPE®

ORS Administration User Manual

4 December 2013 Caribbean Examinations Council®

TABLE OF CONTENTS

ADMINSTRATOR LOGIN 3

MAIN MENU OPTION 4

USER MAINTENANCE OPTION 4

Add User 4

Reset Password 10

Edit User 10

Disable/Enable User Account 12

Group 12

Subjects 14

SETUP OPTION 15

CHANGE PASSWORD OPTION 16

LOGOUT OPTION 16



ADMINISTRATOR LOGIN

1. The Administrator of the Online Registration System (ORS) at the Centre/Ministry

has the authority to create new Users, edit existing Users and set up registration fees. The

Administrator will be issued with a User Id and a Password from the Local Registrar or

CXC®.

2. To access the ORS application, log on to the Internet and type https://ors.org/. You

will be presented with the screen shown in Figure 1 below.

Figure 1: Login Screen

3. Enter the User Id, Password and Period, then click the button.

4. After completing the login process, the User will be presented with MAIN MENU

window at Figure 2 below.

https://ors.org/



Figure 2: The Main Menu Options

MAIN MENU OPTIONS

5. The main menu consist of four options, these are:

User Maintenance: allow User to Add User and Edit User

Setup: sets up Local Fee Maintenance

Change Password: allows User to change password

Logout: exits the application

USER MAINTENANCE OPTION

Add User

6. The Add User option is used to create new Users and issue passwords to those

persons who will be required to use the ORS application.

7. The Administrator may assign Users to different levels of responsibilities by the type

of Group they are placed. The table below shows the menu and sub-menu options that Users

belonging to various groups can interface with the system.



Menu Option Menu Sub-Option

Ad

dit

ion

s

Ed

its

Vie

w

Tea

cher

Su

per

Use

r

Registration Register Candidate Yes -- -- -- Yes

Registration Edit Candidate’s Data -- Yes -- -- Yes

Registration View Candidate’s Data Yes Yes Yes Yes Yes

Registration View Candidate’s – List Yes Yes Yes Yes Yes

Registration Batch Entry -- -- -- Yes Yes

Registration Candidate Privileges -- -- -- Yes Yes

Generate Sequence

Numbers

-- -- -- -- Yes

Projections -- -- -- -- Yes

Import/Export Import Personal Data -- -- -- -- Yes

Import/Export Export Registration Data -- -- -- -- Yes

Import/Export Export Amendment Data -- -- -- -- Yes

Import/Export Import SBA Data -- -- -- -- Yes

Import/Export Forward SBA -- -- -- -- Yes

Import/Export Export Database Fields -- -- -- -- Yes

Import/Export Forward Queries/Reviews -- -- -- -- Yes

SBA Teacher Assignment -- -- -- Yes Yes

SBA SBA Data Capture Yes Yes -- Yes Yes

SBA Practical Data Capture Yes Yes -- Yes Yes

SBA SBA Confirmation -- -- -- -- Yes

Reports Yes Yes Yes Yes Yes

Query/Review -- -- -- Yes Yes

Figure 3

8. A User may be assigned into one of the following Groups:

i. Additions - Add candidates and SBA/Practical Data Capture;

ii. Edits - Edit candidates’ records and SBA/Practical Data Capture ;

iii. View - View candidates’ records;

iv. Teacher - Batch entry, SBA/Practical Data Capture, Teacher Assignment for

SBA and key Queries/Reviews;

v. Super User - Interface within all the areas of the ORS except to Add Users

and set-up the Local Fee Maintenance table.

vi. Administrator – Add Users and set-up the Local Fee Maintenance table.

9. The number of centres a Centre Administrator may interface with (have

responsibility for) will depend on the number of centres that has been assigned to the

Administrator by the Ministry.



10. The User Maintenance Menu, when selected, will present two options: Add User

and Edit User.

11. On selection of the Add User option, the screen in Figure 4 below will be shown.

Figure 4: Add New User

12. To add a User, the Administrator must:

i. Enter the User’s First Name.

ii. Enter the User’s Last Name.

iii. Enter the User’s Email address (if available).

iv. Enter the User’s Cell phone number (if available).

v. Select the button.

13. A prompt will indicate that the User has been added successfully. Select OK as

shown in Figure 5 below.



Figure 5: New User Added Successfully

14. On selecting OK, the screen at Figure 6 is shown.

Figure 6: User Details

15. Complete the process of adding the User by:

i. Clicking on the Select checkbox in the Centre field.

ii. Create a password for the User and key it in the Password field.

NB: Passwords MUST be at least 8 characters in length and include 1 upper

case, 1 lower case, 1 digit and 1 special character. Example: JohnDA3$. Here the



$ represents the special character. Other special characters include ! @ # % &

( +.

iii. Enter the same password in the Re-type Password field.

iv. Select the Group that the User will be assigned by clicking on the dropdown

box. The choices in the Group are Additions, Edits, View, Teacher, Super User

and Admin. If the User is a Teacher or Super User, the Teacher checkbox

MUST be checked. If the Teacher checkbox is not checked, the Teacher cannot

be assigned to a particular subject neither can candidates be assigned to a

Teacher. Also, the centre would not be able to generate the report out of the

ORS called ‘Register of Candidates by Subject Teacher’. Accounts must be

created for ALL Teachers who present students for examinations. If the

Teachers are not required to interface with the ORS, they need not be issued

with the logins created but the accounts are necessary to facilitate the

registration process. These Teachers could be created in the View group but the

Teacher box must be checked and subjects must be assigned.

v. To save the record, select the button.

vi. Select OK when prompted that User details have been saved.

vii. Select to close the window and return to the main menu.

16. Figure 7 shows a listing of all Users that have been created in the system.

Figure 7: Listing of Users



17. To find a particular User, the Administrator can search by User Id, Last Name or

First Name by typing in the appropriate fields in Figure 8. Select Search by clicking on the

button.

Figure 8: Search Fields for a User

18. For example: a Search on Last Name King and First Name Debbie, the following

screen will be shown as in Figure 9.

Figure 9: Populated Search Fields for a User

19. The Administrator can now edit the User’s profile:

i. Reset Password - Select this option to reset the User’s password.

ii. Edit - Select this option to update the User’s record.

iii. Disable/Enable - Select this option to activate or deactivate a User’s record.

iv. Group - Select this option to assign Users to a different group.

v. Subjects – this MUST be undertaken to assign subjects to the User’s

account. Subjects must be assigned to Teachers and the Super User.



vi. Close - Select this option to close the screen.

Reset Password

20. On selection of the Reset Password button the screen at Figure 10 is shown:

Figure 10: Reset Password

i. Type a New Password.

ii. Confirm the Password by re-typing the same password.

iii. Select Save and then to return to the main menu.

Edit User

21. Select the User by clicking the checkbox .

22. Click the Edit button and screen at Figure 11 appears:



Figure 11: Edit a User

i. The Administrator can change any of the data in the given fields or select

another centre for the User if the Administrator interfaces with more than one

centre.

ii. Select button to save.

iii. Select to close the screen.



Disable/Enable User Account

23. To disable/enable a User’s account:

i. Select the User.

ii. Select the button.

iii. At the prompt as shown in Figure 12, select OK.

Figure 12: Enable/Disable User Account

24. The Administrator MUST ensure that the accounts of ALL Users are disabled

when the Users no longer interact with the ORS or are no longer associated with the

centre. This is to prevent any potential security breach of the CXC’s registration

system.

Group

25. On selection of the Group button the screen at Figure 13 is shown.



Figure 13: Selecting a User Group

i. Click on the drop down button to select a group from the list.

ii. Select to save the amended group.

iii. Select to close the window.



Subjects

26. The Administrator should assign subjects to Users by:

i. Selecting All in the Subjects Type drop down box. A screen similar to Figure

14 will appear.

Figure 14: Assigning Subjects to a User

ii. Selecting the subject(s) to be assigned by clicking in the check box or

selecting the Assigned checking box to select all the subjects in the listing for the

User.

iii. Clicking on the button at the bottom of the screen.

iv. Close the window by clicking on the button to return to the main

menu.

v. The Administrator must use the reverse process of assigning when the subject(s)

are to be unassigned from a User.



SETUP OPTION

27. When the User chooses the Setup option on the Main Menu screen, the screen at

Figure 15 will appear.

Figure 35: Selecting Centre to Set up Local Fees

28. After a centre has been selected, the screen at Figure 16 will be shown.

Figure 16: Setting up Local Fees



29. The User can set up the various fees applicable to candidates from the centre. A

choice must be made on whether the fee is Per Candidate or Per Subject. For example, the

Entry Fee is per candidate whereas the Subject Fee is per subject. When fees change, the

Administrator should update the Local Fees Maintenance table accordingly.

30. Clicking on the button will save the contents of the fees table.

31. Clicking on the button to returns to the Main Menu screen.

CHANGE PASWORD OPTION

32. When the Change Password option is chosen from the Main Menu screen, the

Administrator will be presented with the screen at Figure 17 from which the appropriate

changes can be made.

Figure 17: Changing a Password

LOGOUT OPTION

33. When the User wants to exit the ORS application, the Logout option on the Main

Menu screen should be selected.

ONLINE REGISTRATION SYSTEM (ORS) - CXC · ORS Administration User Manual 4 December 2013 Caribbean...

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